Avaya 5620 User Manual

IP Office

5620/4620 Phone User Guide

Issue 2d (15th September 2005)

Table of Contents

The Telephone............................................................................................................................ 4

Overview..................................................................................................................................................... 4

Call Appearance Keys ................................................................................................................................ 6

Call Appearance Keys Icons ...................................................................................................................... 7

System Features ........................................................................................................................................ 7

Basic Call Handling.................................................................................................................... 8

Answer Incoming Calls ............................................................................................................................... 8

Make a Call................................................................................................................................................. 8

Clearing a Call ............................................................................................................................................ 8

Headset Working ........................................................................................................................................ 9

Speakerphone .......................................................................................................................................... 10

Mute.......................................................................................................................................................... 10

Hold .......................................................................................................................................................... 11

Speed Dial ................................................................................................................................................ 11

Redial ....................................................................................................................................................... 11

Transfer .................................................................................................................................................... 12

Conference ............................................................................................................................................... 12

Speed Dials............................................................................................................................... 13

Overview of Speed Dials .......................................................................................................................... 13

Accessing the Speed Dial Directory/Dialing a Speed Dial........................................................................ 13

Adding a Speed Dial from the Call Log .................................................................................................... 14

Editing a Speed Dial ................................................................................................................................. 14

Deleting a Speed Dial............................................................................................................................... 14

Adding a New Speed Dial......................................................................................................................... 15

Using the Call Log ................................................................................................................... 16

Overview of the Call Log .......................................................................................................................... 16

To Access the Call Logs........................................................................................................................... 17

To Display an Individual Log Entry ........................................................................................................... 17

Making Calls from the Call Log................................................................................................................. 18

To Turn a Log Entry into a Speed Dial ..................................................................................................... 18

To Delete an Individual Log Entry ............................................................................................................ 18

To Delete All Entries from a Log............................................................................................................... 18

To Exit the Call Logs ................................................................................................................................ 18

Changing Options.................................................................................................................... 19

Overview................................................................................................................................................... 19

Personal Ringing ...................................................................................................................................... 19

View IP Settings ....................................................................................................................................... 20

Contrast Control ....................................................................................................................................... 20

Logging Off ............................................................................................................................................... 21

Reinstating the Phone .............................................................................................................................. 21

Feature Button Labeling ........................................................................................................................... 21

Display Language Selection ..................................................................................................................... 22

Application Options................................................................................................................................... 23

Phone Screen on Answer .................................................................................................................... 23

Phone Screen on Calling ..................................................................................................................... 23

Display Call Timers .............................................................................................................................. 23

Message Display Rate ......................................................................................................................... 24

Call Appearance Width ........................................................................................................................ 24

Visual Alerting ...................................................................................................................................... 24

Function Keys .......................................................................................................................... 25

Overview of the Function Keys................................................................................................................. 25

Function Key Programming ...................................................................................................................... 26

Shorthand Programming Mode ................................................................................................................ 27

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Table Of Contents

Longhand Programming Mode ................................................................................................................. 28

System Features ...................................................................................................................... 29

Introduction............................................................................................................................................... 29

Making Calls ............................................................................................................................................. 29

Answering Calls........................................................................................................................................ 29

Call Waiting .............................................................................................................................................. 30

Call Forwarding ........................................................................................................................................ 30

Diverting Calls .......................................................................................................................................... 30

Do Not Disturb .......................................................................................................................................... 31

Voicemail .................................................................................................................................................. 31

Default Feature Codes ............................................................................................................................. 32

Web Browsing .......................................................................................................................... 33

Overview of Web Browsing ...................................................................................................................... 33

Accessing External WAP Websites .......................................................................................................... 33

Web Navigation Controls.......................................................................................................................... 34

Entering Data............................................................................................................................................ 35

Management and Troubleshooting......................................................................................... 36

Overview................................................................................................................................................... 36

Testing the Telephone's Lights and Display............................................................................................. 36

Troubleshooting........................................................................................................................................ 37

Index.......................................................................................................................................... 39

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The Telephone

Overview

This guide covers the use of the Avaya 5620 and 4620 telephone on Avaya IP Office telephone system. These two phones are physically similar, the key difference being that the 5620 is only supported on the IP Office where as the 4620 is supported on a range of Avaya phone systems.

The diagram below shows the main telephone features.

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The Telephone

1. Display and Feature buttons: The Call Appearance Keys allow the user to handle multiple calls with the display showing call information, e.g. the name/phone number, etc. There are four pages in the display; giving up to 24 system features that can be allocated to the function keys. See Call Appearance Keys and Overview of the Function Keys. The information displayed varies according to the active feature.

2. Message waiting lamp: Lit continuously when the user has voicemail messages waiting. Can also be set to flash when the phone is ringing.

Page Right/Left: Shifts from one page to another in the same application when the display presents the paging indicator (

). These buttons have no effect when the paging indicator is not displayed.

4. Options: Displays the Options main screen, from which display and application settings can be updated

5. Call Handling Buttons:

• Hold: Red button used to place a call on hold.

• Transfer: Transfers a call to another phone.

• Conference: Sets up conference calls with more than one other person.

• Drop: Drops the current call or, if on a conference call, drops the last person to join the

conference.

• Redial: Redials the last number dialed or displays the last 6 numbers dialed from the

phone, depending on configuration via the Options menu.

6. Numeric (Dialing) Pad: Standard 12 button pad for dialing phone numbers.

Volume Controls: Adjusts the handset, speaker, headset, or ringer volume, depending on which item is in use. As you increase or decrease the volume, the top display area provides either a speaker, headset, handset, or ringer icon to indicate for which item you are adjusting volume, followed by a visual “volume meter” showing the volume level. These buttons also control the volume of the key click sounds made when you press fixed buttons on the phone, such as the dial pad or softkeys.

Mute and LED Indicator: Turns off the active Speaker, handset, or headset microphone to prevent the other person from hearing you. The associated LED lights steadily when the handset or headset is muted.

Headset and LED Indicator: With a headset connected, changes audio control from the handset or speaker to the headset. The associated LED lights steadily when the headset is active. The headset jack socket is located on the base of the telephone underneath the front edge.

10.

Speaker and LED Indicator:

Accesses the Speaker feature. The associated LED lights steadily when the Speaker is active.

11.

Phone/Exit: Displays the phone application main screen or, if applicable, exits the current IP Office based feature, such as Speed Dial or Call Log, and normalizes the display

12. Softkeys: Used to navigate to or initiate certain features, such as Speed Dial or Call Log, as well as control certain actions within the features. These keys correspond to the text prompts in the display screen immediately above them.

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Call Appearance Keys

There are four pages of Call Appearance and Function Keys. You can step through these with the

keys. At default, first page of the main call screen contains three keys set as ‘call appearance’ keys. With these keys the phone is a multi-line phone and are indicated as a=, b= and c=. The remaining 21 Function Keys can have system features allocated to them, by your System Administrator, that are specific to your requirements (see Function Keys).

Your System Administrator can change a call appearance key with:

• A Bridged Appearance

A bridged appearance key matches the status and operation of the Call Appearance Key on a pre-defined colleague’s telephone. Hence, you can pick-up, make and receive calls on behalf of your colleague.

• A Line Appearance

An IP Office exchange line (but not IP lines) can be allocated to you such that the status of that line is displayed and you can use the line appearance key to make and receive calls.

• Call Coverage Appearance

A call coverage appearance key alerts you when a pre-defined colleague is receiving a call. The covered user does not need to be using call appearance keys. Hence, you can pick-up calls on behalf of your colleague.· A System Feature

• System Features:

System Features, such as Abbreviated Dial (that automatically dials a frequently used number) can be set against key and/or dial pad digits. See Function Keys.

All of the above can only be allocated to you by your System Administrator.

For details of Bridged, Line and Call Coverage Appearance Keys set-up and their operation, refer the IP Office Key and Lamp Operation manual.

CAUTIONS:

1. Having more than two Call Appearance keys is very useful. When holding a call you can answer/make another call and then switch between calls or transfer or conference. If you are set to receive call waiting indication, the waiting call is shown against the next call appearance key.

2. Although the System Administrator can replace the Call Appearance Keys with:

• A Bridged Appearance

• A Line Appearance

• Call Coverage Appearance

• System Features

This would severely restrict the use of features such as conference and transfer.

It is for these reasons that it is strongly recommended that all Call Appearance keys remain at their

default settings.

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The Telephone

Call Appearance Keys Icons

The icons displayed against the Call Appearance/Feature Keys allow you to determine the status (for example, on Hold) of each call. Icons also indicate whether a feature has been activated for a particular button.

• Incoming Call:

symbol next to a call appearance key indicates an incoming call. Pressing the adjacent

key answers the call and puts any other current call on hold.

• Connected:

symbol next to a call appearance key indicates that it is the currently connected call. The caller's telephone number (if available) is also shown. Pressing the adjacent call on hold. An H is also shown on the display.

• On Hold:

symbol next to a call appearance key indicate a call on hold. Pressing the adjacent

key takes the call off hold and puts any other current call on hold.

• Function Active:

The button to the left or right of the function key is active.

key puts the

System Features

System Features can only be set against soft Function Keys by your System Administrator. However, your System Administrator may allocate you two ‘self administrator’ features that will enable you to add System Features to your soft Function Keys. Refer to Overview of the Function Keys for details of the System Feature that can only be allocated to you by your System Administrator.

In addition, there are a number of System Features that you can always access yourself by the use of short codes. Refer to System Features Introduction for details of System Features that you can always access yourself by dialing short codes, e.g. *17 to listen to your voicemail messages.

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Basic Call Handling

Answer Incoming Calls

When there is an incoming call, you will hear a ringing tone and a blinking bell icon appears on the associated call appearance screen.

To answer an incoming call, do one of the following:

Answering the first incoming call

1. Pick up the handset or press the

Answering waiting calls

1. If you have call waiting switched on, the waiting call is shown against the next call appearance key and a tone is played to further indicate the waiting call. If you choose to answer the waiting call, press the

button corresponding to waiting call and the current call will be placed on hold.

button to use the speakerphone.

Make a Call

There are several options for making a phone call, depending on what how you want to use the phone.

Making a call using the handset

1. Pick up the handset.

2. Dial the phone number of the person you want to contact, including any outside line digits and/or area codes.

Making a call using speakerphone

1. Press

2. Dial the phone number of the person you want to contact, including any outside line digits and/or area codes.

3. See Speakerphone for more information on using the speakerphone.

Making a call using speed dial

1. See Using Speed Dials.

Clearing a Call

To clear an established call either:

1. Replace the handset

2. Press will then hear silence.

Drop. You will hear dial tone, unless you are in ‘call center mode’ of working when you

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Basic Call Handling

Headset Working

When a headset is to be used, it must be plugged in to the headset socket on the base of the phone. To activate the headset and switch off the handset, press illuminated when headset working is activated.

To answer an incoming call:

Headset. The lamp beside the button is

1. Press the call appearance key

To clear a headset call:

1. Press

To manually make a call:

1. Dial the number (remember to include the required access code (for example, 9) for an outside line) and listen to the progress of the call.

To automatically make a call:

Do any of the following:

• Press Redial and a call appearance key to have the telephone dial the last number that

you dialed. See Redial.

• Access the Call Log and initiate a call to a specific entry. See Making Calls from the Call Log.

• Access the Speed Dial List in your personal directory and initiate a call to a specific entry. See

Dialing a Speed Dial Number.

Drop.

next to the flashing bell icon ( ):

• When the call is answered, speak to the called party.

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Speakerphone

The two-way built-in speakerphone allows you to make and answer calls without lifting the handset. Keep in mind that two-way speakerphones may not operate satisfactorily in every environment (such as in very noisy locations).

Using the speakerphone with any feature:

1. Press

2. Make or answer the call, or access the selected feature.

3. Adjust the speakerphone volume if necessary.

4. To change the volume, use the screen shows the volume level. (There are eight volume levels.)

Changing from speakerphone to handset:

1. Pick up the handset and continue talking.

Changing from handset to speakerphone:

1. Press

2. Hang up the handset.

Ending a speakerphone call:

1. Press

and buttons. The display bar at the top of the display

again.

Mute

During an active call, the Mute feature prevents the party with whom you are speaking from hearing you. This feature is most commonly used in conjunction with the Speakerphone, but can be used to hold an off-line conversation at any time during a call.

Preventing the other person on the line from hearing you

1. Press

2. The other party cannot hear you. The indicator next to the Mute button lights when Mute is active.

3. To reinstate two-way conversation, press

Mute.

Mute again.

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Hold

The Hold feature puts a call on hold until you retrieve it.

Placing a call on hold

Basic Call Handling

1. Press the

2. The line display area changes to white text with a dark gray background, and the displays.

Retrieving the held call

1. Press the corresponding Hold.

2. The call is now active.

Hold.

hold icon

Line/Feature button on which the call is being held, or press the

Speed Dial

The Speed Dial feature allows the phone to dial numbers stored in your personal directory (maximum of

104).

To make a call to a personal directory entry using the Speed Dial feature

1. From the Home screen, press the

2. Press the button next to the entry you want to call.

3. If the entry you want is not displayed, use letter of the required name to jump to the page with a matching entry.

SpDial softkey. The Speed Dial screen is displayed.

and to cycle through the entries or key the first

4. The telephone dials the number for you.

Redial

The Redial feature automatically redials a previously dialed extension or outside number (up to 24 digits). The phone can store the up to ten of the last numbers dialed.

To redial previously dialed number:

1. Press number, press the associated key.

Redial. Use and to step through the entries. When you have located the required

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Transfer

The Transfer feature lets you transfer a call from your telephone to another extension or outside number.

Transferring a call to another telephone

1. With the call active (or with only one held call and no active calls), press the

2. The call is placed on hold; the

3. dial tone while the next available line activates.

4. Dial the number to which you want to transfer the call.

5. If you do not want to announce the call, press the you wish to wait for an answer and announce the call, go to Step 7.

6. The call is sent to the extension or number you dialed. A two-second display message indicates the transfer is complete.

7. Remain on the line and announce the call; if the line is busy or if no one answers, return to the held call by pressing the Call Appearance/Feature button on which it is being held.

8. Press

9. The call is sent to the extension or number you dialed. A two-second display message indicates the transfer is complete.

10. Hang up your handset.

Transfer again.

Hold icon displays and you hear a

Transfer again and proceed to Step 6. If

Transfer.

Conference

The number of conferences available is dependent on the IP Office unit set up on your system.

Adding another party to a call

1. Dial the first party, then press

2. The line display area changes to white text with a dark gray background. The current call is placed on hold, the

3. Dial the number of the next party and wait for an answer.

4. Press

5. Repeat Steps 1- 3 for each party you want to conference in to the call.

Adding a held call to the current call

1. Press

2. The icon on the current line changes to the

3. Press the

4. Press the

5. All parties are now connected.

Conference again to add the new party to the call.

Conference.

Call Appearance/Feature button corresponding to the held call.

Conference button again.

Soft Hold icon displays and you hear a dial tone.

Conference.

Soft Hold icon.

Dropping yourself from the conference

1. Press the

2. Disconnects the line on which the drop button is pressed.

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Drop button.

Speed Dials

Overview of Speed Dials

The phone can store up to 108 personal speed dials, accessed by selecting SpDial on the display.

• The speed dials are sorted alphabetically.

• Pressing the or key adjacent to an name, dials the speed dial number stored with that

name.

• The symbol indicates that there are more pages. You can more between pages using the

Page Left and

Page Right keys.

Pressing speed dial to edit its current settings.

Note: Speed dials can be used for any numbers that can be manually dialed from the extension. If for external calls, a dialing prefix is required; that prefix must be part of the speed dial number.

Add allows you to add a new speed dial. You can also press Edit and an existing

Accessing the Speed Dial Directory/Dialing a Speed Dial

You can use the speed dial directory to make a call with the handset on hook or off hook.

1. Press

• If SpDial is not shown, you may have to press Phone Exit to exit the current screen

SpDial to display the speed dial directory.

function.

2. The pages using the

3. When the speed dial required is shown on the screen, press the speed dial name.

4. Continue as per a normal call.

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symbol is shown if there is more than one page of speed dials. You can move between

Page Left and Page Right keys.

or key adjacent to the

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Adding a Speed Dial from the Call Log

You can create a new speed dial from a call log entry. See To Turn a Log Entry into a Speed Dial . This process will start the normal speed entry screen but pre-filled with the name and number from the call log entry.

Editing a Speed Dial

1. Press SpDial to display the speed dial directory.

• If SpDial is not shown, you may have to press Phone Exit to exit the current screen

function.

2. The pages using the

3. Go to the page containing the speed dial to edit.

4. Press

5. Press the new speed dial, see Adding a New Speed Dial.

symbol is shown if there is more than one page of speed dials. You can move between

Page Left and Page Right keys.

Edit.

or key next to the speed dial to edit. The editing process is similar to adding a

• When editing an existing speed dial, a Delete option is provided to remove the speed

dial from the speed dial directory. When selected press

Cancel to exit without deleting.

Deleting a Speed Dial

1. Press SpDial to display the speed dial directory.

• If SpDial is not shown, you may have to press Phone Exit to exit the current screen

function.

2. The pages using the

3. Press

4. Press the

symbol is shown if there is more than one page of speed dials. You can move between

Page Left and Page Right keys.

Delete.

or key next to the speed dial to delete.

Delete to confirm or

5. Press

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Delete to confirm the deletion. Press Cancel to exit without deleting.

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